Tag: new york copier service

Energy Saving Tips For The Office

copier company nyMany offices today are taking concerted efforts to make themselves more efficient. Not only is energy saving good for the environment, but it’s also great for your bottom line. In some cases, you can consume up to 90% less energy (and spend just as little) with a few frugal decisions and/or behaviors. Here are some ways you can save money and energy at your office:

Laser printers are great, but ink jet printers can be more efficient

In fact, ink jet printers use 90% LESS energy than laser printers. Now granted, if you’re a high-volume office that needs to run off a ton of printed pieces and/or NEED top quality – then obviously you’ll make and save more money using a laser printer. But if you’re not, don’t tune out the idea of using ink jet printers. Not only do they cost less up front, but their continued use can help save a pretty penny or two.

Keep your PC’s, Monitors and Copiers turned off at night

Try to avoid depending on sleep and screen savers. Not only is turning your equipment off at night better for the devices themselves, but it can also save you a lot in terms of energy costs. Even with power saving modes, you’re still spending money for essentially nothing.

Consider using laptops over desktops

For high-powered businesses, you need high-powered machines, but if you’re using your computer for basic email/word processing/spreadsheets – consider a higher end laptop. Just like ink jets and laser printers, laptops also use 90% less power than their desktop counterpoints. Most of the time, they can even run on their own battery power, consuming almost no energy at all.

Unlock the power of power strips

Smart power strips are the best. Not only do they help protect your devices, but they also cut off and minimize power flow to ancillary devices that might also be plugged in as well. Just like turning your devices off at night, it makes no sense to pay for power you’re not even using.

How to Avoid Paper Jams

PaperJamPaper jams in copiers are a pain and are easily the largest causes of headaches among their users. Nothing’s worse than having to fiddle with a jammed copier when time’s a ticking and you need to get back to work.

While there are many reasons that paper jams occur, there are some precautionary things you can do to avoid them altogether. Here’s what you can do:

Always fan paper before loading – Generally speaking, paper tends to stick together due to moisture depending on where it’s stored. When you open new printer paper or before you go to make copies, simply run your thumb down the side of the paper to let some air in there and loosen up the paper. It’ll help make the feed through the machine much easier.

Load the paper squarely in the drawer – All jams occur largely because of improper feeding. We know this sounds silly, but be sure to have the paper loaded squarely and make sure it’s lined up correctly. Make sure the slider is up against the paper nice and snug as well. This just ensures that the paper will feed properly.

Check the feeding roller quickly before printing/copying – While you SHOULD get a warning if your rollers are off, it’s always a good idea to check anyway. If they get overly sticky, they can cause jams. If they break – well, then it’s time to give us a call. Either way, always check quickly and make sure everything looks good and that there isn’t something already stuck in there.

Keep tabs on your paper settings – We’d love to say otherwise, but you know as well as we do that when people are done copying, they leave their settings up more often than not. When people come by to use it afterwards, they often don’t pay attention to the settings on the screen and well – that usually means instant jam. Especially when you’re talking about card stock thickness and textured paper, be sure you have the proper settings up.

 

 

The Top Four Things to Consider When Buying a Copier For Your Business

4ThingsToConsiderEach business is different and as such, your printing needs will and always should vary greatly from one industry to the next. That being said, there are some basic things that everyone should consider before making that big copier purchase or signing your name to a lease agreement. Let’s jump right in!

How Fast & how much?

The first thing you need to consider is how much paper you think you’ll be printing and how fast you need the machine to print it. Your average copier spits out around 40-80 pages per minute, which should give you a solid idea of some sort of median range. We also recommend that you proceed with some caution here. Manufacturing literature always tends to overstate the amount of workload a machine can handle, so make sure that when you buy, you buy a little bit OVER what your need would be.

In fact, a great, totally unbiased site to compare these speed and volume can be found here at buyerslab.com. There, you’ll find lots of unbiased information on copiers. While sure, it’ll cost a you a little more money in the short-term, it’ll end up saving you lots down the road once wear and tear begins to accumulate.

Color: yes or no?

Color is really great, but unless you really need it, it can be a massive drain on your budget. We advise planning out your color projects specifically for a coming year. Sometimes people use them for big projects or presentations and in their heads, think the need is glaring and overbuy. Just do the simple math in your head” “How many color prints and copies do you do per year times what you pay per copy/print at a local print shop versus what you would pay them to do in house on you own copier?

So again – we love color and if you have the need – definitely make the investment. But make sure you have the need first.

Accessories: What to buy and what not to buy

Try and stay focused on the core functions of what you need your copier to do day-to-day when making decisions about accessories. Do you need to fax? How much paper do you need your tray to hold? Do you need extra drawers? Double sided? What kind of finishing options are there and what ones can you add? List out the ‘must have’s’ and the ‘wants’ and go from there.

Lease or purchase?

We’ve written pretty extensively about both options in the past, but this is a hugely important question that can’t be asked enough. While it can make a lot of sense to buy a copier for some companies, you should know that most companies opt to lease. The sweet spot is around 2 years and with good reason. Technology is always moving forward, always changing and most importantly to you – finding new ways for you to get more work done for less. The same applies to copy machines.

The two-year lease also makes sense from the standpoint of wear and tear. After two years is – generally speaking – when you begin to see copiers wear down. The two-year lease almost always protects against that.

If you’re thinking about buying a copier, then it’s wise to do a little future planning. Will this copier be able to handle the workload and volume you’ll need in the future? Is it going to be relevant technology in five years? Do you have the means to purchase a machine that you’ll need to grow into? Again – there’s much more to be said, but those are the kinds of things you need to think about when making an actual purchase.

Xerox Software Patch

Xerox

Xerox releases software patches to solve scanning glitch

Last week Xerox began releasing patches that should resolve a potentially hazardous glitch for users of several Xerox machines. The glitch caused by the scanning features compression software was altering documents by changing some characters in text. According to Xerox the glitch only affected what they call “stress documents”, those that the have small type or other problems that make them hard to read. It was first believed that the problem could be solved by restoring factory settings for the quality and resolution. This was recommended to eliminate the character substitution that occurs when scanning documents with text. However, testing results showed that due to a software bug this would not completely eliminate the character substitution. Last week they released the first wave of patches for the following machines, Xerox ConnectKey family, WorkCentre 75xx, WorkCentre 57xx and ColorQube 93xx.
The patches can be downloaded from the Xerox website by visiting http://www.office.xerox.com/scanning-software-patch/enus.html. They expect the next wave of patches to be released this week. Below is a full list of the machines impacted by the glitch. Be sure to check if you own one of the impacted models and check the Xerox website for the availability of the correcting software patch.

ColorQube: 87XX, 89XX, 92XX, 93XX
WorkCentre: 5030, 5050, 51XX, 56XX, 57XX, 58XX, 6400, 7220, 7225, 75XX, 76XX, 77XX, 78XX
WorkCentrePro: 2XX
BookMark: 40, 55

How to Get Rid of an Old Copy Machine

how to get rid of an old copier

Eventually your office equipment including printers and copiers will either breakdown or need to be upgraded. There are many options for finding a replacement and many dealers will help you along with the process of choosing the best products for your needs. However, the decision of what to do with the old equipment is usually not given much attention. With current environmental concerns, you should consider options that can keep them from ending up in landfills. Here are a couple of options and their benefits.

Donation
Schools, nonprofits, and low-income communities will accept used equipment that is in working conditions. Donations can really help out these organizations with limited budgets. It’s also possible to boost your public image and you will likely quality for a tax deduction. Make sure to get a donation receipt and you should be able to deduct the un-depreciated value of the donated equipment. The following places are a great source for finding places to donate your old machine: Recycles.org, TechSoup, Cristina Foundation.

Manufacturer take-back programs
It’s possible that your copy machine’s manufacturer has a take-back program in place. With a little research on the web, including Plug-In to eCycling Partners and myGreenElectronics, you can find out if your manufacturer has a collection or recycling program. Then contact them to find out if they’ll accept your machine for reuse or recycling.

E-waste Recycling programs
There are several organizations that can find a recycler to accept your old copy machine. Be sure to do your homework and make sure they’re a reputable company. Look for companies that have a signed the Electronic Recycler’s Pledge of True Stewardship, which includes strict criteria for sustainable and socially just electronics recycling. You can use the following sites to find recycling companies in your area: Basel Action Network, E-cycling Central, Earth 911’s, EPR2 Project.

Find a Licensed Disposal Facility
There are government licensed electronics disposal facilities for copy machines, printers, and fax machines. They dispose of them in environmentally safe ways that meet legal obligations for your company and achieve the maximum environmental benefit of disposal. They break down machines so the composite materials can be recycled and entered back into the manufacturing process. This easily ensures preservation of natural resources and reduces waste in landfills.

10 Tips for Reducing Printing Costs

staten island copier company

10 Tips for Reducing Printing Costs

1. Utilize duplex printing more often. You can quickly cut down on the amount of paper used by printing on both sides.
2. Use larger copy machines with a lower cost per page rate for high volume print jobs instead of desktop printers.
3. Send documents through email, online dropboxes, or internet fax services instead of printing and faxing. Print documents to a pdf to ensure readability and preserve formatting changes from variations in software.
4. Print presentations with multiple slides on one page. If possible, avoid printing altogether by emailing presentation attendees before or after meeting.
5. Reduce the amount of desktop printers used. You can more easily see your output volume and find wasted resources by using networked copy machines or multifunction machines.
6. Use draft or quick printing settings when printing documents for internal use or where the quality is of little importance to save toner and ink supplies.
7. Only print in color when absolutely necessary, for example brochures, reports with graphs and charts, and advertisements.
8. Outsource large or high quality print jobs to a printing company. In most cases the cost per page goes down the more copies per job.
9. Use an add-on that eliminates banners, pictures, or other unnecessary items from webpages for more optimized printing.
10. Consider using Managed Print Services to evaluate your output volume and identify more cost saving measures.

Samsung’s New NFC-Enabled Printers

copier nycThis week Samsung will release it’s two newest laser printers in the U.S. market, the NFC-enabled Xpress C4x0 series. NFC or Near Field Communication is a technology that uses radio waves to establish communication between two devices by touching each other or bringing them into close together, usually a couple of inches. This can be used to transfer information, complete transactions or set up WiFi connections. These printers will give users the capability to print from their mobile devices with just a tap to the printer.

Printer settings and preferences can be controlled through the Samsung Mobile Print App. This App allows printing of mostly everything from PDF files to Microsoft Office documents from your smartphone. The app is available for Android, IOS and Windows devices. However, If you don’t have a NFC-enabled device or have not installed the Samsung Mobile Print App these printers can still be used through Google Cloud Print support. This can allow you to print over the web when connected anywhere with any smart device, including tablets and laptops. The multifunction model can also make scanning and faxing documents easy by syncing contacts from your smartphone.

The C410W, starting at $229, is a basic color printer while the multifunction printer C460FW with scanning and faxing capabilities is priced at $399. Both are designed for home or small office use, while Samsung plans to release a MFP model aimed at businesses early next year.

Incorporating Green Printing Software on a Budget

green_printing_software

Incorporating Green Printing software on a budget.

Green printing software can be extremely helpful in optimizing your output levels. By reformatting content to eliminate extra pages and unnecessary images or advertising it can reduce paper and toner usage. While these can benefit companies trying to reduce their carbon footprint, it can also help keep cost down as well. There are a variety of programs available for varying cost depending on their features. Some more advanced software allows you to measure print volumes, identify cost saving opportunities and create improved print management. For smaller businesses on an already tight budget looking into some free options first may be a good idea.

Downloadable add-ons.

There are free add-ons available when looking into software downloads to help reduce wasted output. The Lexmark Toolbar 3 gives you print text only option to eliminate all images. It also offers an option to edit and resize images directly from the website using Picnik. The HP Smart Web Printing available for Internet Explorer allows users to take content from the web and put it on a clipboard for organization and well-formatted printing. It’s great for gathering content from multiple pages and condensing it into a single document. It can also create a PDF from the copied material. If you’re a Fire-Fox user, Nuke Anything is available for download. With this users can simply highlight a section of a webpage, right click and select remove this object. Then your selected objects are gone and you’re ready to print.

Free Trials.

Greenprint, highly recommended by the TreeHugger website, digitally reads and omits wasted pages that have useless text and images, such as urls, banner ads, disclaimers, and extra signature lines on emails. It is available for free use by non-profits and individuals. The premium version can be purchased for $29. Fine Print offers multiple ways to quickly and easily format printing, such as deleting unwanted pages or printing several pages on one sheet. All the features are available on the free trial and it has no time limit. It can also be purchased for $49.95. When using the free versions of these program a banner will be printed on all the jobs using them. To eliminate this you can purchase the full versions.